ERP Payables: Create a Backorder or Stock transfer from a Sales Order

Create a Back Order or Stock transfer when writing a Sales Order.

Introduction

Create a Back order while creating a Sales Order

Create a Purchase Order

Goods Received In and allocated to the Sales Order

Create Stock Transfer from another Branch

Sales Order Back Order Lines Export


Introduction

When creating a Sales Order, the customer may have asked for a Stock item that you don't have in stock. You can back order that Stock item and order it from a Supplier by creating a new Purchase Order, or transfer that Stock item from another Branch.

If there is an existing Purchase Order for the Stock item(s) required, you can allocate the number of Stock items for this Sales Order from an existing Purchase Order, or you can create a new Purchase Order and allocate the required items to the Sales Order. Where you have an existing Purchase Order, you can add additional Stock items to it, or allocate from the number already ordered. For example, on the Purchase Order you may have already ordered 100 units. You can set aside 30 of those for your customer.

When the goods arrive at your Inwards Goods, you can create the Packing Slip for the Receivable customer, and send the remainder of the order to the warehouse shelves.

The Sales Order Back Order Lines Export will produce an excel report to display the lines of Sales Orders on Back Order.

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Create a Back order while creating a Sales Order

To create a Back Order while you are creating a Sales Order:

  • Go to Quick Sales Order, (or Sales > Sales Order > New Sales Order).
  • Select your Receivable Account.
  • Select the Stock item. In the Stock list, you can see the Quantity on hand.
  • Enter the Quantity required.
  • Click Back order, (instead of clicking Now).

 

 

The Stock item will display with the Quantity in red in the To Supply column.


  • Click on the Order goods tab. 

The Stock item(s) to be ordered will display. You can now Create a Purchase Order, or Create a transfer from another branch.

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Create a Purchase Order

To create a Purchase order from the Order goods tab of the Sales Order:


You can either create a new Purchase Order, or select an existing Purchase Order to add the item to.
  • Check the line for the Stock item.
  • Click Create Purchase Order(s).

This will now take you to the New Purchase Orders screen.

If there is an existing Purchase Order for this Supplier, you can highlight that Purchase order from the display on the left of the screen.

On the right, you can see the details of the Sales Order item.

If the required Stock item is included on this Purchase Order, you can see the number of ordered items in the column Unallocated P/O Quantity.

You can now allocate your Sales Order to this Purchase Order.

  • To allocate the required number of Stock items from this Purchase Order to your new Sales Order, tick the box Allocate to Existing PO. (This will mean that the number of items for this Sales Order will be taken from the existing number ordered.
  • If you do NOT tick the Allocate to Existing PO box, the number of items will be ADDED to the Purchase Order.
  • If there are no Unallocated items on the Purchase Order, then the items will be ADDED to the Purchase Order.

 

The heading above this section will now show as Add items to NNNN (where NNNN is the Purchase Order you have highlighted.

  • Click Create purchase order(s).

Other options:

If there is no existing Purchase Order for the Stock items required, or you wish to create a new Purchase Order rather than allocate from an existing Purchase Order, you can ignore the Purchase Orders on the left.

The heading on the right section will then say Add items to: New Purchase Order.

  • Tick the field Allocate to existing P/O item.
  • Click Create purchase order(s).

  • You can also search and select any other existing orders by using the dropdown list for Other Orders below the displayed existing orders on the left.
  • Or you can click New P/O from this section.

 

 

  • Click Save and close.
  • Send the Purchase Order.

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TIP:  If there is not a Supplier associated with the Stock item, you can click on the Stock line in the Sales Order > Order tab screen to go to the Line Detail screen where you can select the appropriate Supplier.

  • Select the Supplier.
  • Click Save.

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Goods Received In and allocated to the Sales Order

When the goods are received at the warehouse, they are marked as having been allocated to a Sales Order.

  • Go to Payables  > Receive Goods in.
  • Search and select the Purchase Order being received.
  • Enter the Supplier delivery note number.
  • Enter the number of items received.
  • Click Save.

 

The system will then print:
    • the Packing Slip for the number of items allocated to the Sales Order, which can be attached to the items on that Sales Order, and
    • a Received in Stock List for the other items that have not been allocated to any Sales Order.

The Sales Order Back Order Lines Export shows the details of lines on back order for Sales Orders.

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Create Stock Transfer from another Branch

If you know that stock is held at another Branch, you can request stock to be transferred from that Branch.

  • Instead of selecting to create a Purchase Order, click Create stock transfer.
  • This takes you to the Create New Stock Transfer screen.
  • Select the From branch.
  • Select the To branch.
  • Click Confirm.

  • Click Save and Close.

On the Confirm stock transfer out screen:

  • Select the Courier.
  • Enter the Courier tracking reference.
  • Click Book Courier.
  • Click Preview to preview.
  • Click Confirm.

 

This will create a Transfer stock form.

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Sales Order Back Order Lines Export

This report will display the lines of Sales Orders on Back Order.

To export a report of Sales Order Back Order lines:

  • Go to Receivables > Exports > Sales Order Back Order Lines Export.
  • Make any selections, or leave the selection fields blank for all data.
  • Click Export report.

This will export an excel file of your selected data.

 

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Last updated: 25 May 2022.